Sage 200 IMPLEMENTING THE NEW BUDGET FORECAST REPORT

Transcription

1 Sage 200 IMPLEMENTING THE NEW BUDGET FORECAST REPORT

2 2 CHANGES YOU NEED TO MAKE Due to the EFA introducing so many changes to the Budget Forecast report TSG have taken the least invasive approach in order to minimize the impact on your Accounts. With this in mind however your Report Categories will need to be renumbered and accounts will need to be added/realigned to the new categories. Depending on when you converted and implemented Sage 200 your Report Categories may follow the GAG2 report line numbers rather than the previous version of the Budget Forecast, or you may have your own report categories. The instructions will guide you through the changes you need to make to bring your report categories in line with the new Budget Forecast format and are based on changing from the previous version of the Budget Forecast. The main thing to bear in mind when you are making any changes is that you cannot change a report category code to one that already exists. Renumbering your Report Categories If you have Depreciation setup as a separate report category this is the first change you need to make because the previous line number has been superceded by another entry. In Nominal Ledger, Utilities, Ledger Setup select Report Categories. From the list of report categories find 37 Depreciation and renumber it to 96 and rename it to Other. If you need to add this category click on Add and enter 96 as the code and Other as the Name and set it to be a Profit and Loss type.

3 3 Click on OK to save the changes. The other changes you need to make in Report Categories from the previous Budget Forecast are: 1 EFA rename to EFA and create additional accounts as required for this category 4 Other DfE Grants change to 33 **if not used** change to 37 and rename to Assets donated on conversion 6 Donations/Sponsership 5 Other Central government Grants change to 40 7 Other change to 44 9 Teaching Staff change to Supply/Agency Teaching Staff change to Educational Support change to Other Staff change to Indirect Employee Expenses change to Staff Development change to Educational Resources & Supplies change to Non-Educational Supplies & Services change to Other Costs If used a new category 37 will need to be created change to 63 & rename to Other Support Costs 25 EFA Capital Income change to 76 & create additional accounts as required for this category 26 Other Central Government Capital Grants 28 New Non Government Borrowing change to Other Non Government Income change to 88 change to 83 and rename to Other DfE capital grants & create additional NL Accounts as required

4 4 IMPORTING NEW CATEGORIES We have supplied a file which you can use to import the additional categories. The additional categories are: Code Description 35 Local Authority Revenue Income 36 LA Revenue Surplus Transfer 38 Donated Assets in the Year 39 Other Voluntary Income 41 Activities for generating funds 42 Investment Income 43 Gift Aid from Trading Subsidiary 53 Revenue Defecit Transfer 54 Rent 55 Rates 56 IT 58 Other Premises 59 Operating Leases 60 Insurance 64 Bank Interest & Charges 65 PFI Charge 66 Interest Repayment of Loans 67 Auditors Renumeration 68 Legal & Professional 69 Other 73 Less Amount transferred to Capital Fund 85 Local Authority Capital Income 91 Land & Buildings 92 Other Additions 94 Buildings 95 Donated Assets Save the file to a location you can access from within Sage 200.

5 5 To import into Sage 200 go to Nominal, Utilities, Import and select Import Report Categories. Select to Validate the file first prior to importing this is the default option. Browse to the location you saved the file to and click on Open. A message will appear detailing the number of records that have been successfully validated the total number in the file that should be imported is 26.

6 6 A report will be produced showing the categories that are valid. If any are invalid a separate report will be generated with the reason why the categories are invalid. Repeat the exercise selecting to Validate and Import. Browse again for the file to be imported and select Open.

7 7 CHANGING YOUR ACCOUNTS REPORT CATEGORIES Some of you accounts will need to be changed to move them into the additional/amended report categories. To do this select Nominal, Utilities, Ledger Setup A message will appear reminding you that Group accounts will be displayed but they do not have Report Category assigned so cannot be changed.

8 8 A selection screen will then be displayed allowing you to select the accounts by different ranges for you to change. Click on Display so that all accounts are shown. Change the Report Category by entering the new report category number or selecting from the drop down list an example shown below for changing the category for Rent. Once you have completed all your changes click on Save.

9 9 IMPORTING A NEW PROFIT & LOSS REPORT Your current Profit & Loss report will need to also change due to the new report categories. We have provided a template for you to import which will give you the following report layout. **NB this report can only be imported once the changes to the report categories have been made Profit and Loss All Values are shown in Pound Sterling Selected Period 4 INCOME EFA Other DFE Grants Local Authority Revenue Income LA Revenue Surplus Transfer Assets Donated on conversion other than from LA Donated Assets in year Other Voluntary Income Other Central Government Grants Activities for generating funds Investment Income Gift Aid from Trading Subsidiary Other non government income TOTAL INCOME EXPENDITURE Teaching Staff Supply Teaching Staff Educational Support Other Staff Indirect Employee Expenses Staff Development Revenue Defecit Transfer Rent Rates IT Maintenance & Services Other Premises Insurance Educational Supplies Non-educational supplies & services Other Support Costs Bank Interest & Charges PFI Charge Interest Repayment of Loans Auditors Renumeration Legal & Professional Other

10 10 TOTAL EXPENDITURE SURPLUS/DEFECIT CAPITAL INCOME EFA Capital Income Other Central Government Capital Grants Local Authority Capital Income Transfer from Revenue Reserves Non government capital income Other government grant capital income TOTAL CAPITAL INCOME Profit and Loss CAPITAL EXPENDITURE Land & Buildings Other Additions TOTAL CAPITAL EXPENDITURE DEPRECIATION Buildings Donated Assets Other SURPLUS/DEFECIT CAPITAL NET SURPLUS/DEFECIT To import the above format save the file to a location where you can browse for it.

11 11 In Sage 200 go to Nominal Ledger, Utilities, Ledger Setup, Financial Statement Layouts. Click on Import and browse for the file you previously saved and click on Open. If there are no errors on import the layout will pop-up on screen. Click on Save and then Close. The imported report design will be called Imported Layout 1 by default.

12 12 Rename your existing P&L design and then rename the newly imported design to that of the previous one. Rename rename (i.e. to P&L) **NB you may need to adjust the formatting on your BI reports after making these changes. If you would like our help to implement these changes then please contact your local Account Manager who will be happy to provide a quote for us to assist you with this.